In today’s business environment, software solutions like Office 365 (O365) and Microsoft 365 (M365) are essential to daily operations. They offer a wide range of tools that promote productivity and collaboration. However, many organizations do not realize that they may be paying too much for licenses that are not fully utilized, or that they lack the functionality to effectively support teams. This is where an O365 / M365 profile assessment comes in.
What is an O365 / M365 profile survey?
A profile study is an in-depth analysis of how your organization currently uses O365 and M365. It maps current license profiles, application usage, and actual employee needs. This allows you to quickly see where your organization may be paying too much for unused licenses, or where functionality is lacking.
An important part of this research is creating the right user profiles, also known as “right-sizing”. This means that you tailor licenses to the specific needs of different employees. By tailoring these, you not only save costs, but you also streamline license management.
- Optimize your licensing costs
Microsoft offers several licensing models and bundles for O365 and M365, each with varying prices and features. Without proper insight into actual usage, organizations risk paying too much. A detailed profile investigation can lead to significant cost savings. It helps identify unused licenses and find opportunities to reduce costs, for example by downgrading to cheaper options.
- Maximize the value of your software investment
Having the right license for the right user can make a world of difference in productivity. When employees have access to the tools they really need, it not only increases their effectiveness, it also reduces frustration with limited software access.
A profile survey ensures that every employee has access to the right tools to perform optimally, which contributes to higher employee satisfaction and a more efficient working environment.
- Insight into actual usage
Many organizations base their license purchases on assumptions about what employees need, without having a full understanding of actual usage. In our process, we organize workshops to investigate together with the customer what functionalities are currently being used and what solutions employees need to effectively support their work. This approach helps to make informed decisions about future software investments, based on the real needs of the employees.
- Avoid a one-size-fits-all solution
A one-size-fits-all approach to license management is rarely the best choice. Microsoft often offers full suites, such as M365 E3 or M365 E5, with the promise of steep discounts. While this may seem attractive, you end up paying more for features that your organization doesn’t need. Even with a discount, buying products you don’t use is an unnecessary expense.
By creating differentiated user profiles, tailored to the specific needs of employees, you ensure that every user has the right tools without unnecessary costs. For example, healthcare providers, administrative staff or warehouse workers often have different IT needs. By creating multiple user profiles, you can tailor your licenses to their exact needs.
- Prepare for negotiations
With the data from a profile study, you are better prepared for contract negotiations with Microsoft. Concrete data gives you a stronger position and helps you to close the best deal for your organization. This is especially important because Microsoft regularly changes their licensing models. A good understanding of these changes is crucial.
BeSharp Experts: Your independent advisor
At BeSharp Experts, we distinguish ourselves through our independence. Unlike many other advisors, we have no partnership with Microsoft and no interest in selling licenses. This allows us to provide objective advice that is entirely in the interest of our clients. With over 15 years of experience in contract negotiations and software license optimization, we help organizations get the most out of their Microsoft investments.
And finally
An O365/M365 profile assessment is an essential step for organizations looking to optimize their software investments and maintain control over their licensing costs. Avoiding a one-size-fits-all approach and creating customized user profiles is key to saving costs and increasing efficiency.
Do you also want to optimize your license management and avoid unnecessary costs? Contact us today and discover how we can help you get the most out of your Microsoft investments.